Logistics Event Coordinator

Overview

The Logistics Event Coordinator supports the planning and execution of assigned events under the direction of the Logistics Manager. This role is responsible for schedule coordination, participant communications, travel arrangements, venue and A/V needs, shipping and materials management, connectivity readiness, and day-of support for both virtual and in-person events. The coordinator ensures all logistical components are prepared, implemented smoothly, and properly closed out following each event.

The right candidate for this role demonstrates a strong work ethic, exceptional organization and attention to detail, relevant education and technical proficiency, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

KEY RESPONSIBILITIES:

• Support event planning and execution for planning sessions, trainings, on-site events, and meetings.
• Coordinate meeting logistics, including venue and A/V needs, virtual meeting setup, recording distribution, and accessibility support when required.
• Coordinate materials, shipping, and equipment by preparing and sending event materials, tracking and confirming deliveries, maintaining inventory, managing print requests and packaging, and following secure handling procedures for sensitive materials per SOP.
• Provide on-site event and meeting support, including managing registration, overseeing supplies, and serving as a liaison with venue staff and participants.
• Capture and distribute meeting notes and minutes that are assigned.
• Complete event closeout activities, including documentation, materials reconciliation, and shipping.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor's degree or equivalent
• 3+ years of experience in professional virtual and in-person meeting coordination and event logistics, including travel scheduling, venue and vendor coordination, shipping/receiving, and materials tracking.
• Strong organizational skills and attention to detail; ability to manage multiple events simultaneously.
• Excellent written communication and utilization of standardized communication for participant instructions, professional correspondence, and meeting documentation.
• Proficiency with MS Office/Google Workspace; comfortable learning new platforms quickly.
• Ability to obtain and maintain a background check/suitability determination consistent with federal contracting requirements (as applicable).
• Experience supporting federal events and trainings and working within strict federal client communication and accessibility requirements.

PREFERRED QUALIFICATIONS

• Experience supporting federal clients and/or programs with recurring reviews/site visits and multi-year/multi-state visit cycles.
• Experience arranging interpretation or other accessibility supports.
• Familiarity with basic A/V and virtual platform troubleshooting.

PHYSICAL REQUIREMENTS:

• Long periods of sitting
• Long periods of computer use
• Lifting and carrying up to 40 pounds unassisted and up to 75 lbs with assistance and/or appropriate equipment*
• Long periods of focus and detail orientation

TRAVEL: Local and out-of-state business travel may be required.

SALARY

Salary is determined commensurate with experience of the candidate. Benefits include health insurance, holidays, and vacation benefits for all full-time employees of 30 or more hours. The salary range for this position is $65,000 to $80,000 per year. While we provide competitive compensation, it's important to note that for new hires, salaries typically align with the lower end of the range, taking into account factors such as experience, qualifications, and internal equity considerations.

BENEFITS: Working at WRMA can provide for a very fulfilling and rewarding career. The contributions our employees make to our mission of improving the lives of children and families are invaluable to us. We offer opportunities for personal growth, competitive salaries, a generous benefit package, and opportunities to give back to your community.

WRMA is an equal opportunity employer.

• This requirement may be reduced or waived with proper documentation.

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